Naperville Public Library. Request for Pricing. Flooring Removal and Installation 95 th Street Library

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1 Naperville Public Library Request for Pricing Flooring Removal and Installation 95 th Street Library Submission Date/Time: November 13, 2018 at 10:00 a.m. CST Place: Nichols Library-Board Room 200 West Jefferson Avenue Naperville, IL 60540

2 Dear Prospective Bidder: The Naperville Public Library is pleased to invite you to submit a sealed proposal for: Flooring Removal and Installation 95 th Street Library RFP Opening: November 13, 2018, 10:00 a.m., local time -located at Nichols Library-Board Room Mandatory pre-bid meeting and site inspection will be held on Wednesday, October 31, 2018 beginning at 1:00 PM in Meeting Room C of the 95 th Street Library, 3015 Cedar Glade Dr., Naperville, IL Bidders must attend and sign-in for the site inspection at this location. Parties interested in attending the pre-bid meeting will meet Scott Speidel, Facilities Manager. Staff will show the areas of the Library to receive flooring. Please note the following requirements of the Pricing Request: Written description how their proposal will meet requirements of this RFP Include a time table showing the approximate completion of each section of work Certificate of Insurance References Proposal Form Price Work Sheet Original with One(1) copy of your full proposal plus One(1) Electronic proposal We sincerely hope that you take the time to review the specifications, attend the mandatory site inspection and submit a proposal. If you need additional information please submit your questions in writing to the Library, either by fax at or by to jscheuerman@naperville-lib.org by 4:00 PM on November 5, The Library will post a written response on our website in the form of an addendum by end of day on November 6, Sincerely, Jeffry Scheuerman Finance Manager

3 BIDDING PROCEDURES 1. Proposal Forms 2. Submission of Proposals 3. Addendum 4. Questions 5. Alternate Proposals 6. Alternate Proposals solicited 7. Proposals Binding For 90 Days 8. Withdrawal of Proposals GENERAL TERMS AND CONDITIONS AND INSTRUCTIONS TO PROPOSERS TABLE OF CONTENTS Awarding the Proposal 9. Criteria for Awarding /Reservation of Rights 10. Notice of Award 11. Registration Required Price 12. Tax Exemption Financial Responsibility Provisions 13. General Guaranty 14. Warranties 15. Insurance 16. Indemnification 17. CERCLA Indemnification Assignment/Termination/Default 18. Assignment 19. Termination of Contracts 20. Default Miscellaneous 21. Material Safety Data Sheets 22. Public Works Projects-Employment of Illinois Laborers 23. Prevailing Wages 24. Non-Resident Executive and Technical Experts 25. Force Majeure

4 NAPERVILLE PUBLIC LIBRARY GENERAL TERMS AND CONDITIONS REQUEST FOR PROPOSAL (RFP) INSTRUCTION TO PROPOSERS THE GENERAL TERMS AND CONDITIONS WHICH FOLLOW APPLY TO ALL PURCHASES, SOLICITATIONS FOR GOODS AND/OR SERVICES, DO BECOME A DEFINITE PART OF EACH FORMAL REQUEST FOR PROPOSAL, PURCHASE ORDER, OR CONTRACT ISSUED BY THE NAPERVILLE PUBLIC LIBRARY, UNLESS OTHERWISE SPECIFIED. BY SUBMITTING A RESPONSE, THE PROPOSER AGREES TO BE BOUND BY THESE TERMS AND CONDITIONS. PROPOSERS OR THEIR AUTHORIZED REPRESENTATIVES ARE EXPECTED TO FULLY INFORM THEMSELVES OF THE CONDITIONS, REQUIREMENTS, AND SPECIFICATIONS BEFORE SUBMITTING PROPOSALS. FAILURE TO DO SO WILL BE AT THE PROPOSER'S OWN RISK AND HE/SHE CANNOT SECURE RELIEF ON THE PLEA OF ERROR. RFP PROCEDURES The first two items must be performed by the proposer in order for the proposal to qualify for consideration by the Library. A place to check off each item as you complete it has been provided for your convenience. 1. PROPOSAL FORMS: Proposals shall be submitted on the forms provided or in an identical format typed by the proposer, properly signed in the appropriate places, and submitted in a sealed envelope. 2. SUBMISSION OF PROPOSALS: All proposals submitted must be received in an envelope by the Library before the time specified for receipt of proposal. The envelope must be clearly marked "SEALED PROPOSAL" --WITH THE RFP TITLE, DATE DUE AND TIME OF RECEIPT, written on the front of the envelope. The Executive Director, or her designated agent, will decide when the specified time for receipt has arrived (as determined by the official clock in the Library s Office of the Director). Formal sealed proposals, amendments thereto, or requests for withdrawal of bids after the time specified for the bid opening will not be considered. 3. ADDENDUM: Proposer shall acknowledge the receipt of any addendum interpreting the specifications on the proposal form. 4. QUESTIONS: Questions requiring a clarification or interpretation of the specifications shall be submitted to the Library in writing either by fax at or by to jscheuerman@naperville-lib.org by November 5, :00 PM. The Library will post a written response on our website in the form of an addendum by the end of day November 6, Whenever the answer to a question is contained in the documents, the proposer shall be directed to the RFP document. The Naperville Public Library will not be responsible for any other explanation of the specifications made prior to the receipt of proposals. 5. ALTERNATE PROPOSALS: The proposal specifications may not state that an alternate proposal is permissible. 6. ALTERNATE PROPOSALS, SOLICITED: At this time, the Library is not soliciting any alternate proposals. 7. PROPOSALS BINDING FOR 90 DAYS: Unless otherwise specified in the specifications, all formal RFP submitted shall be binding for ninety (90) calendar days following date of opening. 8. WITHDRAWAL OF PROPOSALS: A written request for the withdrawal of a proposal will be granted if the request is received by the Library prior to the specified time of receipt.

5 AWARDING THE PROPOSAL 9. CRITERIA FOR AWARDING /RESERVATION OF RIGHTS: The contract will be awarded to the responsible, responsive proposer, or any other proposer determined by the Naperville Board of Library Trustees to be in the best interest of the Library, who meets or exceeds the criteria sought by the requesting department. The Library reserves the right to reject any or all proposals or to waive any details in proposals received whenever such rejection or waiver is in the best interests of the Library. The Library also reserves the right to reject the RFP of a proposer who has previously failed to satisfactorily perform, has not completed contracts on time, who, upon investigation, is not in a position to perform the contract. In determining responsibility, the following qualifications will be considered by the Library. (a) (b) (c) (d) (e) (f) (g) (h) (i) The ability, capacity, and skill of the proposer to perform the contract or provide the service required; Whether the proposer can perform the contract or provide service promptly, or within the time specified, without delay or interference; The character, integrity, reputation, judgment, experience, and efficiency of the proposer; The quality of performance of previous contracts or services; The previous and existing compliance by the proposer with laws and ordinances relating to the contract or service; The sufficiency of the financial resources and ability of the proposer to perform the contract or provide the service; The quality, availability, and adaptability of the supplies or contractual services to the particular use required; The ability of the proposer to provide future maintenance and service for the use of the subject of the contract; Proposer's record of experience in this field of endeavor; and, the size and scope required in the proposals specifications; 10. NOTICE OF AWARD: The Library will accept in writing one of the proposals, within ninety (90) days from the date of opening, or the time specified within the specifications, unless the awardee extends the time of acceptance to the Library. Notice of Award will be mailed to all proposers of record within the time for acceptance specified in the Request for Proposal. 11. REGISTRATION REQUIRED: Companies awarded should be registered to do business in the State of Illinois. The Library may verify status with the State by calling prior to awarding contract.

6 PRICE 12. TAX EXEMPTION: Sales to the Naperville Public Library are exempt from state and local retailers' occupation tax, state and local service occupational tax, use tax, and service use tax pursuant to Rule No. 40 of the Illinois Retailers Occupation Tax Rules issued April 15, Our Tax Exemption Identification No. is E FINANCIAL RESPONSIBILITY PROVISIONS 13. GENERAL GUARANTY: Contractor agrees to: (a) Save the Library, its agents, and employees harmless from liability of any nature or kind for the use of any copyrighted or uncopyrighted composition, secret process, patented or unpatented invention, article, or appliance furnished or used in the performance of the contract which the Contractor is not the patentee, assignee, licensee, or owner; and (b) Protect the Library against latent defects in materials or workmanship and to repair or replace any articles damaged or marred in transit or during delivery; and (c) Pay for all permits, licenses, and fees and give all notices and to comply with all laws, ordinances, and rules of the City of Naperville and the State of Illinois. 14. WARRANTIES: Unless otherwise specified, the Contractor shall unconditionally guarantee the materials and workmanship on all equipment furnished by him FOR A PERIOD OF ONE YEAR from date of delivery and installation if required unless otherwise specified in the specifications. If within the guarantee period, any defects or signs of deterioration are noted which, in the opinion of the Library, are due to faulty design and installation, workmanship, or materials, the Library shall notify the Contractor. At the Contractor's expense, the Contractor shall repair or adjust the equipment or parts to correct the condition or replace the part or entire unit to the complete satisfaction of the Library. 15. INSURANCE: At the Contractor's expense, the Contractor shall secure and maintain in effect throughout the duration of this contract, insurance of the following kinds and limits to cover all locations of the Contractor's operations. The Contractor shall furnish Certificates of Insurance to the Library before starting construction or within ten (10) days after the execution of the contract, whichever date is reached first. All insurance policies shall be written with insurance companies licensed to do business in the State of Illinois and having a rating of not less than A IX, according to the latest edition of the A.M. Best Company; and shall include a provision preventing cancellation of the insurance policy unless thirty (30) days prior written notice is given to the Library. This provision shall also be stated on each Certificate of Insurance as "Should any of the above described policies be canceled before the expiration date, the issuing company will mail 30 days written notice to the certificate holder named to the left". The lowest responsive, responsible bidder will be required to provide an acceptable certificate of insurance prior to a recommendation of award. The limits of liability for the insurance required shall provide coverage for not less than the following amounts, or greater where required by law.

7 (A) Commercial General Liability: i. Coverage to include Premise/Operations, Products/Completed Operations, Independent Contractors, Broad Form Property Damage, Contractual and Personal Injury. ii. Limits: General Aggregate $2,000, Products/Completed Aggregate $1,000, Each Occurrence $1,000, Personal Injury $1,000, iii. Exclusions relating to the Explosion, Collapse and Underground hazards shall be deleted. iv. Coverage is to be written on an "occurrence" basis. v. Products/Completed Operations coverage is to remain in force for a period of two (2) years after the completion of the project. vi. Cover all claims arising out of the Contractor's operations or premises, Subcontractor's operations or premises, anyone directly or indirectly employed by the Contractor or Subcontractor, and the Contractor's obligations under indemnifications under this Contract. (B) (C) (D) (E) (F) Professional Liability: i. Per Project Aggregate $1,000, ii. Cover all claims arising out of the Consultant s operations or premises, Subconsultant's operations or premises, anyone directly or indirectly employed by the Consultant or Subconsultant, and the Consultant's obligations of indemnification under this Contract. Workers Compensation: i. Shall be in accordance with the provisions of the laws of the State of Illinois, including Occupational Disease Act provisions, for all employees at the site of the project, and in case work is sublet, the Contractor shall require each Subcontractor similarly to provide this insurance. In case employees are engaged in work under this contract and are not protected under the Workers Compensation and Occupational Disease Act, the contractor shall provide, and shall cause each subcontractor to provide, adequate and suitable insurance for the protection of employees not otherwise provided. Comprehensive Automobile Liability: i. Coverage to include all Owned, Hired, Non-owned vehicles, and/or trailers and other equipment required to be licensed. ii. Limits: Combined Single Limit $1,000, Umbrella: i. Limits: Each Occurrence/Aggregate $2,000, ii. Cover all claims arising out of the Contractor s operations or premises, Subcontractor s operations or premises, anyone directly or indirectly employed by the Contractor or Subcontractor, and the Contractor s obligations under indemnifications under this contract. The Naperville Public Library shall be named as additional insured on all insurance policies, except for professional liability and workers compensation. The Contractor understands and agrees that any performance bond or insurance protection required by this contract or otherwise provided by Contractor, shall in no way limit the responsibility to indemnify, keep and save harmless, and defend the Library as herein provided.

8 16. INDEMNIFICATION: The Contractor shall indemnify, hold harmless and defend the Library, its trustees, officers, employees, and its agents from any and all claims, suits, actions, costs, and fees, including reasonable attorney s fees, of every nature or description arising from, growing out of, or connected with the performance of this Contract, or because of any act or omission, neglect, or misconduct of the Contractor, its employees and agents, or its subcontractor(s). Such indemnification shall not be limited by reason of the enumeration of any insurance coverage herein provided. Nothing contained herein shall be construed as prohibiting the Library, its trustees, officers, agents, or its employees, from defending through the selection and use of their own agents, attorneys, and experts, any claims, actions, or suits brought against them. The Contractor shall be liable for the costs, fees, and expense incurred in the defense of any such claims, actions, or suits. 17. CERCLA INDEMNIFICATION: The Contractor shall, to the maximum extent permitted by law, indemnify, defend, and hold harmless the Library, its officers, employees, agents, and attorneys from and against any and all liability, including without limitation, costs of response, removal, remediation, investigation, property damage, personal injury, damage to natural resources, health assessments, health settlements, attorneys' fees, and other related transaction costs arising under the Comprehensive Environmental Response, Compensation, and Liability Act (CERCLA) of 1980, 42 U.S.C.A. Sec. 9601, et seq., as amended, and all other applicable statutes, regulations, ordinances, and under common law for any release or threatened release of the waste material collected by the Contractor, both before and after its disposal. ASSIGNMENT/TERMINATION/DEFAULT 18. ASSIGNMENT: Assignment of this contract or any part thereof, or any funds to be received there under by the Contractor shall be subject to the approval of the Naperville Public Library. 19. TERMINATION OF CONTRACTS: Contracts will remain in force for full periods and until all articles ordered before date of termination shall have been satisfactorily delivered and accepted and thereafter until all requirements and conditions shall have been met, unless: (a) Terminated prior to expiration date by satisfactory deliveries of entire contract requirements. (b) Extended upon written authorization of the Executive Director and accepted by Contractor, to permit ordering of unordered balances or additional quantities at contract prices and in accordance with contract terms. 20. DEFAULT: The contract may be canceled or annulled by the Naperville Board of Library Trustees in whole or in part by written notice of default to the Contractor upon non-performance or violation of contract terms. Upon receipt of such notice, the Contractor shall have seven (7) days with in which to cure any default or violation. If the default or violation is not cured with in the specified time an award may be made to the next lowest Bidder, or articles specified may be purchased on the open market. In either event, the defaulting Contractor (or his surety) shall be liable to the Library for costs incurred by the Library in excess of the defaulted contract prices. However, the Contractor shall continue the performance of this contract to the extent not terminated under the provisions of this clause.

9 MISCELLANEOUS 21. MATERIAL SAFETY DATA SHEETS: It is a federal law that chemical manufacturers and importers must develop an MSDS for each hazardous chemical they produce or import,and must provide the MSDS automatically at the time of the initial shipment of a hazardous chemical to a downstream distributor or user, or anytime the chemical makeup of the product is changed. Distributors must also ensure that downstream employers are similarly provided an MSDS. Vendors who are awarded this contract, and if the above paragraph applies to this bid, must submit Material Data Sheets which include information regarding the specific chemical identity of the hazardous chemical(s) involved and the common names. In addition, information must be provided on the physical and chemical characteristics of the hazardous chemical; known acute and chronic health effects and related health information; exposure limits; whether the chemical is considered to be a carcinogen by NTP, IARC, or OSHA; precautionary measures; emergency and first-aid procedures; and the identification of the organization responsible for preparing the sheet. 22. PUBLIC WORKS PROJECTS-EMPLOYMENT OF ILLINOIS LABORERS: Whenever there is a period of excessive unemployment in Illinois, every person who is charged with the duty, either by law or contract, of constructing or building any public works project or improvement or for the cleanup and on-site disposal of hazardous waste for the State of Illinois or any political subdivision, municipal corporation or other governmental unit thereof shall employ only Illinois laborers on such project or improvement, and every contract let by any such person shall contain a provision requiring that such labor be used: Provided, that other laborers may be used when Illinois laborers as defined in this Act are not available, or are incapable of performing the particular type of work involved, if so certified by the contractor and approved by the contracting officer. 23. PREVAILING WAGES: Contractor shall comply with all applicable provisions of An Act regulating wages of laborers, mechanics, and other workers employed in any public works by the State, county, city or any public body or any political subdivision or by anyone under contract for public works, approved June 26, 1941, 820 ILCS 130/0.01 et seq. (2002)(see website address: for rates) and City of Naperville Ordinance , ( An Ordinance Ascertaining Prevailing Wages In The City of Naperville ), and any applicable superseding ordinance or public law. 24. NON-RESIDENT EXECUTIVE AND TECHNICAL EXPERTS: Every contractor on a public works project or improvement or hazardous waste clean-up and on-site disposal project in this State may place on such work no more than 3, or 6 in the case of a hazardous waste clean-up and on-site disposal project, of his regularly employed non-resident executive and technical experts, even though they do not qualify as Illinois laborers as defined in Section 1 of Article 2 of this Act. 25. FORCE MAJEURE: Whenever a period of time is provided for in this Agreement for either the LIBRARY or OWNER and CONTRACTOR to do or perform any act or obligation, neither party shall be liable for any delays or inability to perform due to causes beyond the control of said party such as war, riot, strike or lockout by or against either party s own employees or suppliers, unavoidable casualty or damage to personnel, materials or equipment, fire, flood, storm, earthquake, tornado or any act of God; provided, however, that said time period shall be extended for only the actual amount of time said party is so delayed. Except as to a strike or lockout by or against either party s own employees or suppliers, an act or omission shall not be deemed to be beyond OWNER and CONTRACTOR s control if committed, omitted or caused by OWNER and CONTRACTOR, OWNER and CONTRACTOR s employees, officers or agents or a subsidiary, affiliate or parent of OWNER and CONTRACTOR or by any corporation or other business entity that holds a controlling interest in OWNER and CONTRACTOR, whether held directly or indirectly.

10 Flooring Removal and Installation The Naperville Public Library is accepting proposals for carpet removal, procurement and installation of approximately 6,500 SF of carpet tile in selected areas of the 95 th Street Library located at 3015 Cedar Glade Dr. Naperville, IL Materials Flooring The owner requests that the below specified carpet tile be procured and installed: 1. JJ Flooring, Kinetix, Style: Analog Mono 1822 Color: 1555 Equivalent 24 x24. Installation: Install: Brick. Field 40% Intermixed with Cpt # s 1, 2 & JJ Flooring, Kinetix, Style: Analog 1821, Color: 1547 Assimilate 24 x24. Installation: Install: Brick. Accent 30% Intermixed with Cpt # s 1 & JJ Flooring, Kinetix, Style: Analog 1821, Color 1548 Connect 24 x24. Installation: Install: Brick. Accent 30% Intermixed with Cpt # s 1 & 2. The owner requests seven percent additional material of each color and type used for attic stock. Vinyl Base and Cove The owner requests Johnsonite Flooring, 6"H Base, Color: 48 Grey (Field) vinyl base as necessary and appropriate to present a clean and neat appearance for the finished work and areas. Transition Strips The owner requests metal, vinyl, or other transition strips as necessary and appropriate for any door thresholds or areas where one material or covering type abuts another material or color. Any threshold or transition strip must be low profile. Installation The successful bidder will remove all current flooring materials and dispose of them properly. The Naperville Public Library will provide access to dumpsters. Each flooring surface must be fully and properly prepped for the flooring type to be installed. Extensive leveling may be necessary and is the responsibility of the successful bidder. All worked will be scheduled between the hours of 7:00 AM and 4:00 PM Monday through Friday and staged in such a manner to minimize the disruption to staff and patrons. Furniture and appliances will be shifted for installation with the assistance of the vendor and staff of the Naperville Public Library. The successful bidder must maintain a clean and hazard free work area and dispose of all trash, packing material, and scrap as it is generated. References: All respondents must provide a minimum of three references for similar work performed during the past 24 months. Additionally, respondents should provide the names of any libraries that you have completed work for. The reference list shall include the company name, contact name, contact phone number and the type of work done (which should include when project started and completion date).

11 Equipment: The Contractor shall provide all equipment necessary to perform the contracted work to current industry standards. The Contractor shall always maintain all equipment in proper working order. Materials The successful bidder is responsible for the delivery and storage of materials on the site. The owner will provide limited semi secure storage for all parts, tools, and equipment, but will not be responsible for the security of the items and equipment. Furthermore, the owner will not accept any deliveries of materials, tools, or equipment. Clean-up The successful bidder must clean all work areas each day. Additionally, they cannot leave any unsafe conditions while they are working in the public or staff areas. Bidder s Qualifications: Bidders must agree they meet the following minimum requirements: 1. Company is licensed to do business in the state of Illinois and the primary work performed is flooring. 2. Company shall be in and maintain compliance with the Owner s Fair Employment Practices Agreement, the Federal Civil Rights Act and Illinois Fair Employment Practices Act. 3. Company should be of sound financial status. 4. Company shall have a minimum of 5 years documented experience. 5. Company shall be free of encumbering legal actions or firm history of judgments, claims and arbitration proceedings. 6. Company shall provide necessary insurance requirements as defined. Payment Terms The successful bidder may invoice the Naperville Public Library 25% of the total bill upon start of work, 50% upon substantial completion, and the final 25% upon final acceptance and release of all liens. Successful bidder will need to invoice each portion. Deliverables In order to fully respond to this RFP, each bidder must include: Written description the how their proposal will meet the requirements of this RFP Include a time table showing the approximate completion of each section of work Certificate of Insurance References Proposal Form (attached) Price Work Sheet (attached) Original with One(1) copy of your full proposal plus One(1) Electronic proposal Rating Criteria: All responses shall be rated on the following scale: Cost 50 % Experience 15% References 15% Proposal Quality and Completeness 20%

12 Naperville Public Library Flooring Removal and Installation Proposal Form Due Date: November 13, 2018 TIME DUE: 10:00 AM WHERE: Nichols Library-Office of the Director 200 W Jefferson Ave, Naperville The undersigned proposer, having examined the specifications and other documents, hereby agrees to supply the product as per the attached specifications and to provide the service or perform other work stipulated in, required by and in accordance with the proposal documents attached for and in consideration of the proposed prices and certifies meets minimum bidder qualifications. The undersigned acknowledges receipt of addenda Nos.. (Each individual number must be listed) PLEASE SUBMIT ONE (1) ORIGINAL AND One (1) COPY OF YOUR PROPOSAL WITH ONE (1) ELECTRONIC COPY OF YOUR PROPOSAL TO BE CONSIDERED ALL PROPOSALS MUST: -BE SIGNED -INCLUDE WORKSHEETS -BE RECEIVED PRIOR TO DUE DATE AND TIME. FIRM NAME: ADDRESS: TELEPHONE NO.: FAX NO: AUTHORIZED REPRESENTATIVE: (Typed) SIGNATURE: DATE: TITLE:

13 Naperville Public Library Flooring Removal and Installation 95 th Street Library November 13, 2018 Price Work Sheet All respondents must use the following price sheet for their proposal to be considered. Firm Name Tax ID# Contact Phone/Fax/ 95 th Street Library Flooring Removal and Installation Total cost including supplies, material and labor with additional seven percent attic stock of flooring material. $ Signature: Print Name: Date: